Emergency Management Program Assistant/Data Manager-Cadre

Published
August 26, 2020
Location
Houston, TX
Category
Job Type

Description

Ardurra is recognized as one of the fastest growing firms in the architecture, engineering, and environmental consulting industry. Ardurra prides itself on its reputation as an emerging leader in emergency management consulting, and we understand that our reputation is wholly founded on the strength of the professionals that work hard every single day to serve our clients and our communities. Ardurra was ranked #8 on Zweig Group's prestigious Hot Firms List and #23 on its Best Firms to Work For in 2020!

Ardurra is seeking an Emergency Management Program Assistant/Data Manager to join our emergency management cadre. This position can be based anywhere in the US.

We are currently accepting resumes for future project work. Qualified candidates will be contacted once next steps have been identified. This position is a temporary/on-call basis.

Primary Function

The Emergency Management Program Assistant/Data Manager (Program Assistant) under the supervision of a Project Manager or Project Specialist is responsible to perform professional level emergency management duties to support multiple grant programs. The Program Assistant is responsible for assisting clients in preparing all required documentation and information for entry into FEMA's electronic "portal" system which houses all supporting documentation for the development of FEMA Project Worksheets (PW) supporting our client's recovery efforts. The Program Assistant works closely with Federal, State and client's staff and must be able to clearly communicate aspects of the FEMA Public Assistance (PA) program.

Primary Duties

Program Assistant will work across local or municipal agencies and departments to support Ardurra's clients in executing the Federal Emergency Management Agency (FEMA) Public Assistance (PA) recovery grants. Project Specialist will work with professional and non-professional personnel to provide support to local governments. Our goal is to provide support effectively and efficiently to those effected by man-made and natural disasters.

Responsible to route, track and maintain all grant program documentation.

  • Routing, track, and maintaining all grant program documentation, including Request for Assistance (RPA), applications, Requests for Information (RFI) and client reimbursement requests
  • Timely and efficient processing and dissemination of information from federal and state agencies, local jurisdictions, private non-profits, and internal stakeholders
  • Request, receive, process, and transmit grant reimbursement backup documentation into FEMA's Preferred Delivery System (Portal)

Contracting and financial transaction support.

  • Work with Project Manager or Project Specialist and client contracting staff to draft Task Orders, and invoice documents through the execution process
  • Work with Project Manager or Project Specialist to ensure client contractor invoice documents accurately reflect the approved grant scope of work, budget cost, timelines, and special conditions
  • Maintain payments processing and tracking system

Federal and State reporting processing

  • Compiling, routing, and tracking grant progress reports to federal and state oversight agencies
  • Assisting project staff with grant monitoring, and closeout procedures

Grant outreach and training assistance.

  • Assist with preparation and delivery of training seminars, technical workshops, and program outreach
  • Develop announcement/scheduling methods for organizing seminars, workshops, and outreach

Provide additional support to response and recovery efforts when deployed to a client field office.

Education and Experience Requirements

  • Bachelor's degree
  • Professional level experience in emergency management, financial management (grants, contracting, claims management, budgeting), training/education, public information/affairs, program/project management, environmental analysis/planning, civil/structural engineering, legislative affairs, and/or urban planning.
  • This level requires an undergraduate degree and 2 years of relevant professional experience
  • Must be a United States Citizen.
  • Tracking Systems: Develop and maintain tracking systems for grants
  • Must have a sound technical knowledge base of FEMA Public Assistance policy and procedures
  • Due to the nature of the work applicants must have strong Microsoft Office Skills, excellent written and oral communication skills
  • Ability to use provided IT and document management tools to create, organize and maintain project documents
  • Ability to use FEMA provided "Portal" and document management tools to create, organize and maintain project documents
  • Must have ability to deploy to any location with a 24-48-hour notice after Task Order award
  • Must be comfortable and experienced using a Smart Phone
  • Must be able to work independently, in a team environment and under stressful conditions with tight deadlines

Desired Qualifications

  • Knowledge and two years' experience with FEMA Public Assistance Program/Policy
  • Trained in the PA delivery model preferred
  • Willing to deploy for up to 12 months

Required Qualifications

  • Previous experience supporting grantees and/or sub-grantees during initial phases of disaster recovery is required
  • Previous Category A - G Project Work Sheet development experience is highly preferred
  • Ability to travel 100% of the time for 90 days or longer dependent on assignment and work up to 12 hours a day, 7 days a week while deployed to a remote location experiencing disaster impacts
  • Must be able to deploy with little or no notice to anywhere in the United States and its territories for an extended period of time. Deployments may include working more than eight hours a day, or more than 40 hours in a given week, including weekends and holidays, and under stressful, physically demanding, and austere conditions

Responsible to route, track and maintain all grant program documentation.

  • Routing, track, and maintaining all grant program documentation, including applications and sub-grantee reimbursement requests
  • Timely and efficient processing of submissions from state agencies, local jurisdictions, private non-profits, and tribal governments
  • Receive, process, and transmit grant reimbursement requests and backup documentation to ensure grant funds are disbursed in accordance with programmatic guidelines

Contracting and financial transaction support.

  • Work with Program Coordinators and the Contracts Office to draft sub-grant contracts and route contract documents through the execution process.
  • Work with Program Coordinators to ensure grant contract documents accurately reflect and approved grant scope of work, budget cost and shares, timelines, and special conditions.
  • Maintain payments processing and tracking system.

Federal and State reporting processing

  • Compiling, routing, and tracking sub-grant progress reports to federal and state oversight agencies
  • Assisting Mitigation program with sub-grant monitoring and closeout procedures

Grant outreach and training assistance.

  • Assist with preparation and delivery of training seminars, technical workshops, and program outreach
  • Develop announcement/scheduling methods for organizing seminars, workshops, and outreach

Provide support to client's Emergency Operations Center (EOC) and/or Department EOC.

  • Assist in conducting, coordinating, and analyzing disaster damage field assessments
  • Assist with the development and submission of the client's daily field assessments to the State Emergency Management Office for compilation into the request for a Presidential Disaster Declaration

Knowledge of:

Grants Management: Assisting in the development, implementation, monitoring, and evaluation of grants for state and local governments

Spreadsheet: Using spreadsheet software such as Microsoft Excel, to create and manipulated large or complex spreadsheets, and using complex mathematical formulas to calculate data and link worksheets

Work Processing: Using database and file sharing software such as Microsoft SharePoint, to manipulate and analyze large or complex databases, and to create reports, forms, and tables for exporting for internal and external use

Why Ardurra?

While Ardurra offers competitive compensation and rich benefits programs, it is our culture that truly sets us apart from our peers. We nurture a family-like culture, striving to create a work environment that is enjoyable, challenging and rewarding but also fun. We are acutely focused on developing our staff, whether through our internal Ardurra Academy or through our industry-leading Leadership program. We have made a deliberate and focused commitment to nurture a people-centric culture where people are: valued as individuals; supported in their professional and career development with multiple, varied career paths; provided the tools and resources to be successful, engaged, and satisfied in their work; and positive benefits, time-off programs, and flexibility to help maintain a healthy balance between work and home.

Ardurra is an Equal Opportunity/ Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, gender identity or sexual orientation.

NOTICE TO THIRD PARTY AGENCIES:

Ardurra does not accept unsolicited resumes from recruiters or employment agencies. In the absence of a signed Agency Agreement, Ardurra will not consider or agree to payment of any referral compensation or recruiter fee. If a resume or candidate is submitted to any hiring manager without a previously signed agreement, Ardurra reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency. These candidates will be considered property of Ardurra. We are not currently looking to add any more agencies to our list of approved vendors, so please do not contact any of our managers or recruitment team with sales calls or details of your candidates.

Requisition ID# A000345

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